nextstep Meeting Minutes The Annual Organizational Meeting and semi-monthly Meeting of the Board of Trustees of the Village of Menands, was held on the 5th day of July 2017 in the Municipal Building, Menands, New York. Mayor Megan Grenier called the meeting to order at 6:00 P.M. PRESENT: Megan Grenier, Mayor Steve Boulet, Trustee Seth H. Harris, Trustee Aileen Nicoll, Trustee Donald Handerhan, Village Clerk Stephen Rehfuss, Village Attorney ABSENT: Diane Foley, Trustee Paul Reuss, Exec Asst to Mayor Also attending: Brian Marsh, Bill Garvey, Kirk Montanye, Mary Miles, Sean Maguire, John Stangle, Janet Ramsay, Marcia Kees. The Mayor led the Pledge of Allegiance. The Clerk administered the Oath of Office to Trustee Seth H. Harris, and Trustee Aileen Nicoll. Christopher Flint was sworn in as Village Justice by the Clerk on Monday, July 3rd, 2017. Sean Maguire and Marcia Kees from the University of Albany spoke to the Board about an opportunity for grad students and the Village working together on an Economic Development Revitalization Strategy. The University would also assist in applying for a local waterfront revitalization strategy grant. Trustee Nicoll made a motion, seconded by Trustee Boulet allowing the Mayor to sign a Letter of Interest with the University of Albany. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Mayor Grenier reappointed Trustee Nicoll as Deputy Mayor to act as such in her place and stead during her absence or inability to act and is vested with all the powers and may perform all the duties of the Mayor, pursuant to Section 4-400 of the Village Law. Mayor Grenier reappointed Stephen Rehfuss, Esquire as Village Attorney for the ensuing official year. In his absence, someone from The Rehfuss Law Firm shall act on his behalf. Trustee Nicoll offered the following resolution and moved its adoption: RESOLVED, that the appointment by Mayor Grenier of Stephen J. Refuses, Esquire as Village Attorney for the ensuing official year be, and hereby is approved; and be it further RESOLVED, that the legal services and proceedings for the issuance of bonds, abstracts of title and any litigated matters shall be considered extra services, compensation for which shall be determined and audited by the Board of Trustees. The resolution was duly seconded by Trustee Harris. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Mayor Grenier appointed Donald Handerhan as the Appeals Officer for Freedom of Information requests. (This needs to be corrected to Paul Reuss) Trustee Nicoll offered the following resolution and moved its adoption: RESOLVED, that the appointment by Mayor Grenier of Donald Handerhan (needs to be corrected with Paul Reuss) as the Appeals Officer for Freedom of Information requests for the ensuing official year be, and hereby is approved. The resolution was duly seconded by Trustee Boulet. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Mayor Grenier reappointed Robert Becher as Associate Village Justice for the ensuing official year. Trustee Harris offered the following resolution and moved its adoption: RESOLVED, that the reappointment by Mayor Grenier of Robert Becher as Associate Village Justice for the ensuing official year be, and hereby is approved. The resolution was duly seconded by Trustee Nicoll. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Mayor Grenier reappointed John Bassett to the Zoning Board of Appeals for a three-year term. Trustee Nicoll offered the following resolution and moved its adoption: RESOLVED, that the reappointment by Mayor Grenier of John Bassett to the Zoning Board of Appeals for a three-year term be, and hereby is approved. The resolution was duly seconded by Trustee Boulet. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Foley voting AYE Mayor Grenier voting AYE Mayor Grenier reappointed Michael Steurer as the Zoning Board of Appeals Alternate Board Member for a three-year term. Trustee Boulet offered the following resolution and moved its adoption: RESOLVED, that the reappointment by Mayor Grenier of Michael Steurer to the Zoning Board of Appeals Alternate Board Member for a three-year term be, and hereby is approved. The resolution was duly seconded by Trustee Nicoll. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Mayor Grenier reappointed John Bassett as Chairman of the Zoning Board of Appeals for the ensuing official year. Trustee Boulet offered the following resolution and moved its adoption: WHEREAS, the Zoning Board of Appeals of this Village was established by Local Law No 1 of 1976, and WHEREAS, this Board has approved the appointment of the several members thereof, and NOW THEREFORE, be it RESOLVED, that the reappointment by Mayor Grenier of John Bassett as Chairman of the Zoning Board of Appeals of the Village of Menands be, and it hereby is, approved for a term ending July 2nd, 2018 and be it further RESOLVED, that Donald Handerhan the Village Clerk be, and he hereby is, directed to notify the aforesaid citizen of his appointment. The resolution was duly seconded by Trustee Harris. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Mayor Grenier reappointed Kevin Franklin as Historian of the Village of Menands for the ensuing official year. Trustee Nicoll offered the following resolution and moved its adoption: RESOLVED, that the reappointment by Mayor Grenier of Kevin Franklin as Historian of the Village of Menands for the ensuing official year be, and hereby is approved. The resolution was duly seconded by Trustee Boulet. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Mayor Grenier reappointed Donald Handerhan as Registrar and Doreen M. Gadani as Deputy Registrar of Vital Statistics for the Village of Menands. Trustee Boulet offered the following resolution and moved its adoption: RESOLVED, that the reappointment by Mayor Grenier of Donald Handerhan as Registrar and Doreen M. Gadani as Deputy Registrar of Vital Statistics for the Village of Menands be, and hereby is approved. The resolution was duly seconded by Trustee Nicoll. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Trustee Harris offered the following resolution and moved its adoption: WHEREAS, there is to be held during the coming official year a) New York State Conference of Mayors Annual Meeting and Training School; b) New York State Conference of Mayors Fall Training School for Fiscal Officers and Municipal Clerks; c) New York State Government Finance Officers Association Conference; d) PERMA (Workers’ Compensation) Conferences; e) New York Conference of Mayors Public Works Training School; f) American Water Works Association Conference (NYS Chapter); g) SAMPO (NYS Association of Municipal Purchasing Officials) School; h) And other conferences pertaining to the Chief of Police, Fire Chiefs and Building and Fire Inspectors; and WHEREAS, it is determined by the Board of Trustees that attendance by certain municipal officials and employees at one or more of these meetings, conferences or schools benefits the municipality, and that the expenses thereof shall be a Village charge; NOW THEREFORE, be it RESOLVED, that the following officers and employees are hereby authorized to attend one or more of the above-mentioned conferences or schools; Mayor, Trustees, Executive Assistant to the Mayor, Village Attorney, Village Clerk, Village Treasurer, Chief of Police, Foreman of Department of Public Works and Department of Public Works Employees as directed, Building and Fire Inspectors and Fire Chiefs, and be it further RESOLVED, that this resolution shall take effect immediately. The resolution was duly seconded by Trustee Nicoll. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Trustee Nicoll offered the following resolution and moved its adoption: RESOLVED, that the regular meeting of the Board of Trustees, Board of Fire Commissioners of the Village of Menands shall be on the first and third Monday of each month during the ensuing official year, and in the event that the date of the regular meeting shall be a holiday, such meeting shall be held on the following day, and such meeting may be adjourned from time to time in the manner prescribed by law and shall be held at the Municipal Building at 250 Broadway in said Village at 6:00 P.M. or at such other place, or such other time as may hereafter be designated by the Board of Trustees. This notice is given in compliance with Article 7 of the Public Officers Law, relating to open meetings. The resolution was duly seconded by Trustee Boulet. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Trustee Nicoll offered the following resolution and moved its adoption: RESOLVED, that the Times Union, published in the Town of Colonie and circulated in the Village of Menands and the County of Albany, be and the same hereby is, designated as the official paper for the said Village for the publication of all local law, resolutions and notices of every kind charter or description, or any other matter required to be published during the ensuing official year. The resolution was duly seconded by Trustee Boulet. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Trustee Boulet offered the following resolution and moved its adoption: RESOLVED, that Key Bank, N.A. of Albany, NY; be and hereby is, designated as the official depositor of the several funds of the Village of Menands for the ensuing official year; and be it further RESOLVED, that the monies to be deposited in the fund known as the General Operating Fund of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further RESOLVED, that the monies to be deposited in the fund known as the General Fund Reserves of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further RESOLVED, that the monies to be deposited in the fund known as the Water Fund Reserves of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further RESOLVED, that the monies to be deposited in the fund known as the Sewer Fund Reserves of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further RESOLVED, that the monies to be deposited in the fund known as the Equipment Reserves of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further RESOLVED, that the monies to be deposited in the fund known as the Fire Equipment Reserves of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further RESOLVED, that the monies to be deposited in the fund known as the Park Improvement Funds of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be further RESOLVED, that the monies to be deposited in the fund known as the Developer Escrow Account of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be further RESOLVED, that the monies to be deposited in the fund known as the Payroll – Trust and Agency Account of the Village of Menands be deposited in Key Bank, N.A. of Albany, NY; and be it further RESOLVED, that all checks and/or orders of withdrawal from the said depository on the aforesaid funds, with the exception of the Payroll – Trust and Agency Account, shall be signed by the Village Treasurer and either the Mayor or Deputy Mayor or, in the absence of the Mayor or Deputy Mayor, by the Trustee designated by the Mayor. The resolution was duly seconded by Trustee Nicoll. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Trustee Harris offered the following resolution and moved its adoption: WHEREAS, the Board may authorize reimbursement of automobile expenses to officers and employees of the Village who use their personal automobiles while performing their official duties on behalf of the Village; NOW THEREFORE, be it RESOLVED, that such reimbursement hereafter be made at the rate set forth by the IRS of 53.5 cents per mile to such personnel when they incur such expense, unless otherwise negotiated in a collective bargaining agreement, and be it further RESOLVED, that when properly authorized, the same be paid upon audit by the Board of Trustees. The resolution was duly seconded by Trustee Nicoll. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Trustee Nicoll offered the following resolution and moved its adoption: RESOLVED, that all employees of the Village of Menands shall be granted vacations, sick leave, bereavement leave, jury duty leave and military leave in accordance with the provisions of the resolution adopted by the Board on May 2, 2005 unless otherwise amended or negotiated in a collective bargaining agreement. This resolution was duly seconded by Trustee Boulet. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Trustee Nicoll offered the following resolution and moved its adoption: Resolved, that the next Annual Organizational Meeting be held on July 2nd, 2018 at 6:00 P.M. in the Municipal Building. The resolution was duly seconded by Trustee Boulet. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Trustee Boulet offered the following resolution and moved its adoption to designate the Clerk as the Village Public Information Officer and the Mayor or, in her absence the Deputy Mayor, as the Appeals Officer. The resolution was duly seconded by Trustee Harris. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Trustee Harris offered the following resolution and moved its adoption: RESOLVED, by the Board of Trustees of the Village of Menands that Records Retention and Disposition Schedule MU-1, issued pursuant to Article 57-A of the Arts & Cultural Affairs Law, and continuing legal minimum retention periods for local government records, is hereby adopted for use by all officers in legally disposing of valueless records listed therein. FURTHER RESOLVED, that in accordance with Article 57-A: a. only those records will be disposed of that are described in Records Retention and Disposition Schedule MU-1 after they have met the minimum retention periods described therein. b. only those records will be disposed of that do not have sufficient administrative, fiscal, legal or historical value of merit retention beyond established legal minimum periods. The resolution was duly seconded by Trustee Nicoll. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Mayor Grenier requested that the Board assign their liaison duties to the following: Trustee Boulet DPW, Bldg. Dept. Trustee Foley Police, Court Trustee Harris Historian, Senior Citizens Trustee Nicoll Fire Dept., Fire Co., Eco. Dev. Mayor Grenier Youth, Parks/Beautification The Mayor also stated that the following have agreed to continue in the following capacities: Mayor Grenier & Trustee Nicoll – Economic Development Committee Brianna Coughlin – PT Youth Program Paul Reuss – MS-4 Lyle Darmetko – Code Enforcement Dianne MacFarland – PT Gardner The Mayor asked the Trustees to coordinate the 93rd Annual Picnic. The date is Wednesday, August 16th, 2017 (rain date Thursday, August 17th, 2017). The approval of minutes for the June 19th, 2017 Board Meeting were tabled until the July 17th, 2017 meeting. A motion was made by Trustee Nicoll, seconded by Trustee Boulet to approve payment for the following: WARRANT # 3: GENERAL totaling $41,766.50 WATER totaling $ 7,997.01 SEWER totaling $ .00 TOTALS $49,763.51 PARK IMPROVEMENTS: $25,582.00 PAYROLL # 2: totaling $94,977.19 (06/09/17 – 06/22/17) ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE Trustee Boulet stated he is working with the Menands School regarding the possibility of a bundle purchase of a sign for the Village Office. The Mayor read a letter from Brian Marsh thanking DOT and the Board, stating that Van Rensselaer Blvd has been improved. The Mayor read a letter from the Humane Society asking for a donation. Trustee Harris stated that all Village Board Members have new e-mail address which consist of their last name and first email hidden; JavaScript is required Trustee Harris made a motion to donate Engine 425 to the Watervliet Arsenal, seconded by Trustee Nicoll. Trustee Harris advised the board that The Menands Fire Department requested that The Village donate Engine 425 to the Watervliet Arsenal. The Watervliet Arsenal responds to many call in the village and many times are at calls before Menands Fire Department. The Arsenal is currently down an Engine for possible six months and is responding in a pickup truck to calls within the Village. The Village has been trying to sell Engine 425 for over 18 months without success. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE At 6:41 P.M. Trustee Nicoll made a motion, seconded by Trustee Boulet to enter into Executive Session to discuss a personnel matter. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE The regular meeting reconvened at 7:00 P.M. A motion was made by Trustee Nicoll, seconded by Trustee Harris to adjourn. ADOPTED: Trustee Boulet voting AYE Trustee Harris voting AYE Trustee Nicoll voting AYE Mayor Grenier voting AYE The meeting was duly adjourned at 7:00 P.M. _______________________ Donald Handerhan Clerk
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